Job Description Writing Guide

Job Description Writing Guide

This guide provides the basics of writing a job description and covers the following sections of the job description:

Position Details

Job Duties ("What you do")

Performance Standards ("How you do it")

Job Factors

For more comprehensive instruction, the Compensation Department offers Job Description workshops to provide administrators, managers, supervisors, and staff employees with the necessary tools to write effective job descriptions. Please see the Compensation Main page or FSDP page on the Organization Development website for dates and times of the next Job Description Workshop available to you.

Position Details

This Position Details section contains general information about the job ? the current or requested classification, working title, pay range, exemption status, department name and number, position number, percentage of effort, the job description summary, comparable positions, etc.

Working Title ? The working title for a job should be based upon the main function or role of the job. It is important to stray away from vague and very specific job titles, instead create a working title that appropriately describes both the level of responsibility and role of the job. Here are some examples of good working titles and those that need some improvement:

Good Working Titles

Program Director Administrative Assistant Help Desk Support Analyst Business Manager

Working Titles that need improvement

Director of the XYZ Program at the School of AB Assistant to the Director of ABC Dept Systems Programmer II Administrator III

Job Description Summary ? The job description summary:

Contains 1 - 3 paragraphs Summarizes the main points of the job description which may include key responsibilities, functions,

and duties; education and experience requirements; and any other pertinent information (i.e. scheduling requirements, travel, etc) Is used in job postings

Comparable Positions ? Use this section to list any positions in the department that have a similar role or level of responsibility. It is useful to the Compensation Analyst during the classification process and helps to ensure positions are classified consistently.

On the following page, you will find an example of the Position Details section.

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Job Description Writing Guide

Position Title

Job Classification Hiring Range FLSA Status Provisional Period Pay grade level EEO-6 Category Salary Minimum Salary Midpoint Salary Maximum

Administrator I $20,064.00-$30,480.00 Non-Exempt 6 Months 5 PR $20,064.00 $30,480.00 $40,896.00

Position Information

Department

99999 ? Department Name

Working Title

Admissions Coordinator

Assignment Category

Regular, Full-Time

Position number:

5557777

Campus

Oakland

If other campus, please specify

Job Type

Staff

Bargaining Unit

Staff Work Months

12

Percent of Effort (Use numbers only)

100

Job Description Summary

(Note: This summary is the language that will be used in the posting to advertise the position on the OHR Employment Web site)

The Admissions Coordinator is responsible for administering the admissions and registration processes and providing administrative support to the Program Director. Administration of the admissions process includes serving as the primary point of contact for potential students, preparing recruitment event materials, processing applications, coordinating the transcript evaluation process, and preparing admissions correspondence. Coordinate the initial registration process for students, review and coordinate the transfer credit evaluation process, post transfer credits, and provide general information to students. Administrative support to the Program Director includes preparing general correspondence, answering phone calls, assisting with meeting preparation, making travel arrangements, etc.

Comparable Positions

A qualified candidate should have one to two years of experience in an academic support or secretarial position, preferably in a University setting. An associate's degree is preferred.

(If there are any comparable positions within the department, identify these positions by position number and note the similarities and differences.)

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Job Description Writing Guide

Job Duties

The Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely describe the duties and responsibilities of a job.

This section of the Job Description is comprised of three main elements:

Key Accountabilities

The main areas of responsibility within a job, or "buckets of work." A job description usually contains three to five Key Accountabilities.

Duty Statements

Sentences that provide additional information about the tasks associated with the Key Accountability.

Percentage of Time Estimates the portion o f the job that is spent on a particular Key Accountability.

Job Duties Writing Methods

When the Job Duties are well written and organized, they can accurately convey the complexity, scope, and level of responsibility of a job. To assist in the organization and writing of the Job Duties, two writing methods have been developed:

Method # 1:

1. Think of the job in terms of its Key Accountabilities, or main responsibilities/functions. Typically, a job will have 3 - 5 major Key Accountabilities. Here are some examples:

? Budget Management ? Executive Support ? Event Coordination

2. After establishing the Key Accountabilities, generate specific job duties associated with each. These are the individual tasks or duties that correspond to the Key Accountability. For example, specific Budget Management duties might include:

? Prepare budgetary reports ? Analyze expenditures ? Monitor levels

3. Condense the specific job duties into two to three concise "Duty Statements," beginning each statement with an action verb (see page 8 for a list).

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Job Description Writing Guide

Method # 2:

1. Brainstorm a list of all the duties required to perform the job. These are the individual tasks completed on a daily, weekly, monthly or annual basis. Below is an example of a task list:

? Arrange for catering ? Compose and types correspondence ? Coordinate logistical support for meetings, seminars, and departmental events ? Determine and secures the event location ? Make travel arrangements ? Monitor levels ? Prepare budgetary reports

2. Review the list and group the duties based upon the specific functions and responsibilities of the position, also known as Key Accountabilities.

3. Establish the Key Accountabilities. For this group, the Key Accountabilities may include: Event Coordination, Administrative Support, and Budget Administration.

4. Condense the specific job duties into two to three concise "Duty Statements," beginning each statement with an action verb (see page 8 for a list).

Here is an example of a well written and organized Key Accountability Section in a Job Description:

Key Accountability Duty Statements Percentage of Time

Event Coordination

Coordinate all Dean's Office events. This includes securing the event location, scheduling presenters, coordinating the production of event marketing materials and programs, maintaining the RSVP list, and making all catering arrangements. At the event, supervise the event staff and greet the guests. 15%

To summarize, here are some things to remember when completing the Job Duties section of the job description:

The Job Duties section should contain 3 - 5 Key Accountabilities.

Title each Key Accountability section to summarize the function / role.

Include 2 - 3 concise Duty Statements for each Key Accountability. The Duty Statements expand upon that particular area of responsibility as well as the role and complexity of the position.

Begin Duty Statement with an action verb (see page 8 for a list).

Limit the listing of Duty Statements and Key Accountabilities to what is required to perform the job.

Do not include duties that are no longer performed or those that may be required in the future.

Write the duties in terms of what the position requires, not based upon the capabilities of any individual.

Determine an accurate percentage of time the incumbent should spend on that particular Key Accountability over the course of a year

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Job Description Writing Guide

Performance Standards

The Performance Standards section: Conveys the expectations of the job Depicts the knowledge, skills, and abilities necessary to be successful in the job Provides a basis for measuring performance

This section is typically completed by either the supervisor, hiring manager, or designated administrator in the department. There is a Performance Standards section associated with each Key Accountability which provides information about the performance expectations of that particular area of responsibility. Here is an example of a Performance Standard for the "Event Coordination" example in the Job Content Section:

Key Accountability Duty Statements

Performance Standards

Event Coordination

Coordinate departmental and programmatic events Secure the location Schedule presenters Make travel arrangements Coordinate the production of program / event marketing materials Maintain RSVP list Make arrangements for catering and any necessary equipment Staff the event Event Coordination activities are expected to be carried out with minor

supervision. Must be capable of setting priorities and working under pressure Must be able to multi-task, planning several events simultaneously Ability to work well with internal and external participants is essential Knowledge of Microsoft Office Suite is imperative

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